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RFP SAN, Backup and Replication Solution HPCSA 05/2021
TENDER DOCUMENT: HPCSA 05/2021
REQUEST FOR PROPOSAL
FOR
STORAGE AREA NETWORK (SAN), BACKUP AND REPLICATION SOLUTION
FOR A PERIOD THREE (3) YEARS.
ON BEHALF OF THE
HEALTH PROFESSIONS COUNCIL
OF SOUTH AFRICA
Situated at: 553 Madiba Street, Arcadia, Pretoria
Deadline for tender submission: 21 September 2021 at 12H00
(South African Standard Time)
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
TABLE OF CONTENTS
Contents
1. PART 1 – GENERAL TENDER INFORMATION ................................ - 3 -
2. PART 2 - DETAILS OF TENDERER .................................................. - 4 - 3. PART 3 – FORM OF OFFER AND ACCEPTANCE ........................... - 5 - 4. PART 4 - ADMINISTRATIVE INFORMATION .................................... - 8 - 4.1 Purpose ................................................................................................ - 8 - 4.2 HPCSA Terms & Conditions of the Tender ....................................... - 8 -
4.3 Confidentiality ...................................................................................... - 9 - 4.4 Retention of Tenders ........................................................................... - 9 - 4.5 Cancellation and re-invitation of bids ................................................ - 9 - 4.6 Vendor Communications .................................................................... - 9 - 4.7 Prime Service Provider Relationship ............................................... - 10 - 4.8 Response Validity Period .................................................................. - 10 - 4.9 Pricing Section .................................................................................. - 10 - 5. PART 5 – TERMS OF REFERENCE (SPECIFICATION) ................. - 11 - 5.1 Background ..................................................................................... - 11 - 5.2 Current HPCSA Data Centre ........................................................... - 12 - 5.2.1 Backup and Replication infrastructure ......................................... - 13 - 5.2.2 Replication Solution ....................................................................... - 14 - 5.3 Scope of work .................................................................................... - 15 - 5.3.1 Maintenance and Support, Licensing ............................................ - 16 - 5.3.2 Operational support ........................................................................ - 16 - 5.3.3 Training ............................................................................................ - 16 - 5.3.4 Follow-up and final sign off ............................................................ - 16 - 5.3.5 Accreditation ................................................................................... - 16 - 5.3.6 General expectations ...................................................................... - 17 - 5.4 Duration of contract ........................................................................ - 17 - 6. PART 6 - EVALUATION PROCESS ................................................ - 17 - 6.1 Stage 1: Administrative Evaluation ............................................... - 17 - 6.2 Stage 2: Local Content ................................................................... - 18 - 6.3 Stage 3: Functional Evaluation ...................................................... - 18 - 6.4 Stage 4: Price and B-BBEE ............................................................ - 21 - PART - 8 HPCSA CONTRACT Template (Attached separately ) .......... - 23 - ANNEXURE A ........................................................................................... - 24 - ANNEXURE B SBD 4 .................................................................................... 38
ANNEXURE C SBD 8 .................................................................................... 39 ANNEXURE D SBD 9 .................................................................................... 40
ANNEXURE E SBD 6.1 .................................................................................. 41
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
1. PART 1 – GENERAL TENDER INFORMATION
TENDER ADVERTISED 20 August 2021
TENDER CLOSING DATE/TIME 21 September 2021 (12h00 – Local SA Time)
BRIEFING SESSION / SITE VISIT
31 August 2021 @ 10H00 Via Microsoft Teams
VENUE FOR BRIEFING SESSION / SITE VISIT
Microsoft Teams - The onus is on the bidders to email the above contact person by no later than 10h00 on 30 August 2021 to receive an invite with the link to join.
TENDER BOX & ADDRESS Tender Box, Reception Area HPCSA Main Building 553 Madiba Street Arcadia, Pretoria 0001
If the tender offer is too large to fit into the above-mentioned box or the box is full, please enquire at the reception.
HPCSA TENDER REPRESENTATIVES
Ms. Livhuwani Makhanthisa email: [email protected]
TENDER FEE:
OPENING OF TENDERS: PLACE
TIME
N/A.
HPCSA Main Building, 553 Madiba Street 21 September 2021 @ 12:00
PREFERENCE SYSTEM (Preferential Procurement Regulations, 2017)
80/20
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
2. PART 2 - DETAILS OF TENDERER
2.1 Type of Entity (Please tick one box)
Company
1. Other: ……….......……….…………
2.2 Required Details (Please provide applicable details in full):
Name of Company / Close
Corporation or
Partnership / Joint Venture /
Consortium or
Individual /Sole Proprietor
Trading as (if different from above)
Company / Close Corporation
registration number (if applicable)
Postal address
Postal Code __________
Physical address
(Chosen domicilium citandi et
executandi)
Postal Code __________
Contact details of the person duly
authorised to represent the tenderer Name: Mr/Ms ________________________________________
(Name & Surname)
Telephone:( ____) ______________ Fax:( ____) ___________
Cellular Telephone: ____________________________________
address: _____________________________________________
Income tax number
VAT registration number
SARS Tax Compliance Status PIN
Individual / Sole Proprietor Close Corporation
Partnership or Joint Venture or
Consortium
Trust
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
3. PART 3 – FORM OF OFFER AND ACCEPTANCE
TENDER NO: HPCSA 05/2021 STORAGE AREA NETWORK (SAN), BACKUP AND REPLICATION
SOLUTION
PART A (TO BE FILLED IN BY TENDERER):
Required Details (Please provide applicable details in full):
Name of Tendering Entity*
(“the tenderer”)
Trading as (if different from above)
AND WHO IS represented herein by:(full names of signatory) _______________________________________
duly authorised to act on behalf of the tenderer in his capacity as: (title/ designation) _____________________
HEREBY AGREES THAT by signing the Form of Offer and Acceptance, the tenderer:
4. confirms that it has examined the documents listed in the Index (including Schedules and Annexures) and
has accepted all the Conditions of Tender;
5. confirms that it has received and incorporated any and all notices issued to tenderers issued by the HPCSA;
6. confirms that it has satisfied itself as to the correctness and validity of the tender offer; that the price(s) and
rate(s) offered cover all the goods and/or services specified in the tender documents; that the price(s) and rate(s)
cover all its obligations and accepts that any mistakes regarding price(s), rate(s) and calculations will be at its own
risk;
7. offers to supply all or any of the goods and/or render all or any of the services described in the tender
document to the HPCSA in accordance with the:
a. terms and conditions stipulated in this tender document;
b. specifications stipulated in this tender document; and
8. accepts full responsibility for the proper execution and fulfilment of all obligations and conditions devolving
on it in terms of the Contract.
________________________________
Signature(s)
_________________________________
Print name(s):
On behalf of the tenderer (duly authorised)
_________________________________
Date
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
FORM OF OFFER AND ACCEPTANCE (continued)
TENDER NO: HPCSA 05/2021 STORAGE AREA NETWORK (SAN), BACKUP AND REPLICATION SOLUTION
PART B (TO BE FILLED IN BY THE HPCSA)
By signing this Form of Offer and Acceptance the HPCSA (also referred to as the ‘Purchaser’):
1. accepts the offer submitted by (DETAILS OF SUCCESSFUL TENDERER, ALSO REFERRED TO AS THE
“SUPPLIER”) ______________________________________________________________ , thereby
concluding a contract with the supplier for a contract period from date of commencement of contract not exceeding
60 months;
2. undertakes to make payment for the goods/services delivered in accordance with the terms and conditions of
the Contract.
SIGNED AT_______________________ON THIS THE_________DAY OF_________________20______
(PLACE) (DD) (MM) (YY)
______________________________
Signature(s) and stamp of
Executive Director or his/ her delegated authority
_______________________________
Print name(s):
(duly authorised in terms of the
System of Delegations as approved
by Council)
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
FORM OF OFFER AND ACCEPTANCE (continued)
Schedule of Deviations
Notes:
a) The extent of deviations from the tender documents issued by the HPCSA before the tender closing
date is limited to those permitted in terms of the conditions of tender.
b) A tenderer's covering letter shall not be included in the final contract document. Should any matter in
such letter, which constitutes a deviation as aforesaid, become the subject of agreements reached
during the process of offer and acceptance, the outcome of such agreement shall be recorded here.
c) Any other matter arising from the process of offer and acceptance either as a confirmation,
clarification or change to the tender documents and which it is agreed by the Parties becomes an
obligation of the contract shall also be recorded here.
d) Any change or addition to the tender documents arising from the above agreements and recorded
here, shall also be incorporated into the final draft of the Contract.
a) Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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b) Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
c) Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
d) Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
By the duly authorized representatives signing this agreement, the HPCSA and the tenderer agree to and
accept the foregoing schedule of deviations as the only deviations from and amendments to this tender
document and addenda thereto as listed in the returnable schedules, as well as any confirmation, clarification
or changes to the terms of the offer agreed by the tenderer and the HPCSA during this process of offer and
acceptance.
It is expressly agreed that no other matter whether in writing, oral communication or implied during the period
between the issue of the tender documents and the receipt by the tenderer of a completed signed copy of
this Agreement shall have any meaning or effect in the contract between the parties arising from this
agreement.
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
4. PART 4 - ADMINISTRATIVE INFORMATION
4.1 Purpose
HPCSA would like to invite prospective service providers for providing, installing, configuring, and
supporting a Storage Area Network, Backup and Replication solution. Our objectives include
improving our existing IT infrastructure services through enhanced business performance, business
continuity management, enhanced accessibility, and greater flexibility:
• Allow for seamless integration of HPCSA Hybrid IT infrastructure of SAN, Virtual environment,
Switches, Backup and replication solution.
• Develop SAN, Switches, Virtual, Backup and replication backup strategy and procedure
aligned with the new solution.
• Optimize the Hybrid Solution in terms of time, space, and minimal disruption to the production
environment.
• Ensure quick restoration of Business Continuity services in case of Disaster.
• Ensure Availability of HPCSA Hybrid IT infrastructure solution and services.
• Provide reliability, flexibility, scalability, and usability to last for 36-60 months, without any
“fork-lift” replacements to the entire system or in part; and
4.2 HPCSA Terms & Conditions of the Tender
The HPCSA reserves the right without furnishing any reasons whatsoever, to cancel, withdraw or
re-advertise, or to award or not to award this service/tender(s).
The HPCSA reserves the right not to accept the lowest tender or any tender, in part or in whole.
Successful applicants will be required to enter into service level agreements with the HPCSA in
addition to contractual obligations.
Tenders should be submitted in a sealed package marked, “HPCSA 05/2021”
Bidders are required to provide both hard and electronic copies of their bid submission/
regarding Envelope 1 – “Technical Proposal”, bidders must provide original proposal plus
three hard (3) copies or three (3) USBs. The sealed envelope must be placed in the tender box at
the Main Reception area of the HPCSA Building, 553 Madiba Street, Arcadia, 0002, South Africa.
Note: This Tendering Process will use a two-envelope system i.e. Bidders must submit the
Administrative Requirements (Mandatory) and functional proposal in one envelope
(together with relevant copies) and pricing and preference points proposals in a separate
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
envelope (together with the relevant copies). The response must be clearly indexed as
stipulated. BOTH ENVELOPES MUST BE CLEARLY MARKED.
No tender received by telegram, mail, e-mail or facsimile will be considered.
Where a tender is not submitted at the time of the tender closing, such a tender will not be assessed.
The HPCSA is entitled to amend any tender condition, validity period and specification of such a
tender before the closing date. All tenderers, to whom the tender documents have been issued, will
be advised in writing of such amendment or of extensions, promptly.
4.3 Confidentiality
Both parties shall keep all information obtained by them in the context of the Contract confidential
and shall not divulge it without the written approval of the other party.
4.4 Retention of Tenders
All tenders submitted shall become the property of the HPCSA. The HPCSA will make all reasonable
efforts to maintain tenders in confidence. Proprietary information should be identified in each tender.
4.5 Cancellation and re-invitation of bids
The decision to cancel a bid will be published in the same media in which the original bid invitation
was advertised.
4.6 Vendor Communications
During the tendering period, communications between vendors and the HPCSA will only be in writing
through email for any queries and questions. All communications, correspondence, documentation,
manuals, tenders, presentations, demonstrations etc., must be in English. All questions concerning
the Tender must refer to the Tender page number, section number and paragraph number. All
questions and correspondence must only be directed to the authorised HPCSA Tender
Representatives, listed in PART 1 of the tender.
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
4.7 Prime Service Provider Relationship
The HPCSA intends to contract only with an identified vendor known as the Prime Service Provider
when the Tender is issued. Subcontracting assignments will be allowed. The subcontractors should
adhere to the same requirements as set out for the Prime Service Provider. In the event of a
subcontracting arrangement, the Prime Service Provider assumes all responsibility for delivery,
installation, maintenance, and any support service including documentation that is supplied by the
subcontractor.
4.8 Response Validity Period
Tender responses will be valid for a period of 90 days after the closing date.
4.9 Pricing Section
These guidelines are to assist you in submitting pricing data.
Provide a summary description of your standard estimating methods bearing the following in mind:
- Prices based on currencies other than the South African Rand, the exchange rate utilised,
and the date of the exchange rate must be clearly indicated.
- Prices are to be inclusive of all applicable tax. An indication of those prices to which tax does
not apply is also required.
- Price must be fixed and inclusive of the three yearly increases.
Requirement Description Unit Cost Total price
Installation, Configure and Commissioning
Installation, Setup and Commissioning, of the Data centre IT infrastructure of SAN, Virtual environment (VMware & OVM), Switches, Backup and replication solution.
R
Hybrid Infrastructure appliances/Equipment & devices
SAN, Virtual environment (VMware & OVM), Switches, Backup, Brocade, and replication solution, Tape library, LTO 9/10, SAN backup.
R
VMware, OVM Software, SAN Blade Chassis software
The software solution must feature the following: Manage SAN, Blade solution (Redundancy & RAID setup for physical & virtual environment) on, Brocade switches, Blade Solution, and Switches
R
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Backup and replication Software
The software solution must feature the following:
• Disk to Disk,
• Backup to Disk,
• Replicate to Cloud
R
Replication Solution
Asynchronous Replication to the Cloud/) with the Storage Capacity of 50TB.
R
Maintenance and Support. (third level)
3-Years Warranty, Maintenance, and support (16hrs per month accumulative if not utilised), on both software and hardware.
Year 1 = R
Year 2 = R
Year 3 = R
End point Protection (server and Desktop (Modern)
Endpoint telemetry, Security analytics, Threat hunting, MITRE ATT&CK mapping, Response capabilities, Extended capabilities (e.g., integration with leading SIEMs, firewalls, and other cybersecurity tools) Disk encryption
R
(Certification x 3) Skill transfer to HPCSA Administrators R
Subtotal
Vat @ 15% R
TOTAL R
5. PART 5 – TERMS OF REFERENCE (SPECIFICATION)
5.1 Background
The Health Professions Council of South Africa (HPCSA) is a statutory body established under the
Health Professions Act 56 of 1974 and is mandated to regulate the health professions in the
Republic of South Africa and functions through 12 Professional Boards operating under its auspices.
The Professional Boards control the professions falling within their ambit under the overarching
coordination and guidance of the HPCSA and are responsible for:
• Setting standards for the Education, training and registration and practice of all health
professions registered under the Act;
• Fostering compliance with the standards set;
• Ensure ongoing continuing professional development by practitioners; and
• Investigate complaints lodged against practitioners registered under the Act.
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
5.2 Current HPCSA Data Centre
HPCSA has a hybrid infrastructure of services that are on premise and hosted Microsoft platform
in form of 0365.
The Server room infrastructure:
• 6 X Hitachi CB500 Server Blade technology (Processors Xeon E5-2690v3 2.6GHz 12C and 128
GB of memory) as physical hardware platform, further optimized by using VMware and OVM
virtualization technology platform.
• Dell PowerEdge R730xd Rack Server with 42TB capacity (Backup Device)
• Storage Area Network (SAN) VSP-G400 Hitachi solution with 120TB of Raw Capacity and 80TB
of Usable capacity.
• 2x Brocade switch 300 8Gb 24 ports switch 16 active ports per switch (SAN & Server Interface)
• 50 Virtual Machines servers (80% VMware/20%OVM)
• Backup Appliance - PowerEdge R720xd
• Tape Library PowerVault TL4000
• Backup Exec 2014(Central administrator server), Capacity Edition 7TB
• LTO 7 tapes
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
5.2.1 Backup and Replication infrastructure
Hardware Infrastructure
Commvault Software
Item Description
SB-mSIM-A-A Commvault Foundation E-mail Protection & Archive - Per Mailbox, Solution Set, Perpetual, Tier A (0-1,000)
SB-cSIM-V-AF-10 Commvault VM Backup & Recovery Advanced - Per VM (10 Pack), Solution Set, Perpetual
CN-ABR-CLT Commvault Application Level Backup & Recovery - Per Client, Solution Set, Perpetual
CN-SS-UNL Commvault Solution Set Data Unlimited Expansion PROMO – Per Commcell, Solution Set, Perpetual
S-PREM-23Notification of software updates, product fixes and related enhancements. 24 hour access to the
CommVault Technical Assistance Center (including holidays). Quarterly reports. 36 months
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
5.2.2 Replication Solution
• 50 TB cloud hosting
• Encryption, compression and data security
• Provision of production VM-host to Replication host
• Fail over capabilities – in event of a disaster, able to spin up replicated VM in the
replicated host -host until the production VM-host is repaired
• Full or partial site failover conducted at least twice annually or as frequently as
required
• Software should provide
o Monitoring capabilities
o Reporting
• Test recovery, backup restore functionality, and all other major aspect required to
ensure solution is complete, stable, and completely functional.
• Non-disruptive replication
• Proposed solution must be burstable/scalable should growth arise
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
5.3 Scope of work
• Allow for seamless integration of HPCSA Hybrid IT infrastructure of SAN, Virtual environment,
Switches, Backup, and replication solution.
• Develop SAN, Switches, Virtual, Backup and replication backup strategy and procedure
aligned with the new solution.
• Optimize the Hybrid Solution in terms of time, space, and minimal disruption to the production
environment.
• Configure Redundance (RAID) and failover on all Solution levels SAN, SAN, Switches, Blade
Chassis, Tape library. Cloud and Backups
• The console/centralized management system that host the physical backup, Cloud backups,
archive and replication devices must work, install, deploy, on any edition of Microsoft Windows
Server 2016 and Above
• Ensure quick restoration of Business Continuity services in case of Disaster.
• Ensure Availability of HPCSA Hybrid IT infrastructure solution and services.
• Provide reliability, flexibility, scalability, and usability to last for 36-60 months, without any
“fork-lift” replacements to the entire system or in part; and
• Management solution, Dashboard, & Central Management Console Software for SAN,
Switches, Blade Chassis, Tapes library. Cloud and Backups
• Software capable to perform onsite backup and replication to Cloud.
• A snapshot technology compatible with VMware, OVM, Windows OS, Azure platform and
perform replication of the last replicated snapshot
• Backup software solution deployed and configured for easy of monitoring, fault finding and
performance optimisation.
• Azure VM backups and Virtual firewall configuration on the backup and Replication
Site/platform
• Software must work and interoperate with the following file systems,
RMAN,VMDK,OVM,SQL,NTFS,Microsoft SharePoint
• Support the copy of backup data directly from backup media to backup media over
the Local Area Network (LAN) and the Wide Area Network (WAN) including
• Disk to tape
• Disk to Disk
• Tape to disk
• Disk -cloud(Replication)
• The Hybrid solution must be software and hardware compatible to accommodate all virtual,
physical and software’s.
• Configuration on Networking both physical, virtual, switches, cloud and replication protocols
and ports for overall solution.
• Reduce network bandwidth impact when copying data over Local Area Network (LAN) and
the Wide Area Network (WAN), solution must be capable of deduplication at the source
machine site and at the remote target site
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
5.3.1 Maintenance and Support, Licensing
• All equipment and software must have at least 3 years support and maintenance contract.
• Provide all required software and hardware licenses for Hybrid Solution devices for 3 years
5.3.2 Operational support
The service provider will be required to:
• Be available for 3rd line support in the event of technical issues.
• Transfer skills to onsite HPCSA support team during implementation
• Ensure implemented SAN, Brocade, Switches, Blade Chassis, Virtual
environment, Backup and replication solution is maintained at a minimum of 98%
uptime with quick equipment replacement if still under warranty.
• All supplied equipment must have minimum of 3-year warranty up to lifetime
warranty where possible.
5.3.3 Training
• Provide professional training (Certification), and on the job training/skill transfer to HPCSA
system engineers .
• The training should cover the following but not limited to -, reconfigure systems, add new
systems, and all other core functions of solution according to requirements outlined in this
RFP and how to create reports.
5.3.4 Follow-up and final sign off
• Final technical follow up to ensure systems are functioning according to specification and
policy requirements.
• Final sign off with stakeholders that project has been completed according to project
outline.
5.3.5 Accreditation
The service provider should have most updated Gold and / or Silver Competencies in
their proposed backup and Replication solution.
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
5.3.6 General expectations
The appointed service provider must ensure the following:
• Delivery of a positive end-user experience.
• Accommodate business dynamic and changes – scalability is essential in response to
business changes and the network must be flexible enough to respond to any business
changes.
• Highly secure and reliable backup solution and replication solution
5.4 Duration of contract
The Service Provider would be required to enter into a service level agreement for a period of three (3) years.
6. PART 6 - EVALUATION PROCESS
• This tender will be evaluated in accordance with the Preferential Procurement
Regulations of 2017. The HPCSA will use a staged approach to evaluate the bids. The
requirements of any given stage must be complied with prior to progression to the next
stage. The HPCSA reserves the right to disqualify bidders without requesting any
outstanding document/information.
• The stages are outlined in the diagram below and further detailed in the paragraphs that
follow.
6.1 Stage 1: Administrative Evaluation
During this stage of the evaluation the bidders will be evaluated on whether or not they comply with the following:
• Complied with all the conditions of tender; and
• Submitted all mandatory documentation required;
A bidder who fails to comply with all the criteria below will be disqualified at this stage and will not be considered any further
Price / B-BBEE
Evaluation
Functional Evaluation
Local Content Evaluation
(if applicable)
Administrative Evaluation
Stage 1 Stage 2 Stage 3 Stage 4
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
The required mandatory administrative documentation includes the following:
Mandatory Document Checklist
Duly completed HPCSA supplier declaration form (Certified by Commissioner of Oath) Annexure A
Company Registration Certificates
If applicable; a Joint Venture agreement (certified)
A Company Profile
Bidder’s three (3) years audited financial statement or proof from the Financial Institution/ bank, not older than thirty (30) days, that the company has the financial stability to successfully execute the contract.
Proof that the bidder’s tax affairs are in order with SARS (e.g., Valid Tax Clearance Certificate/ Valid Status Pin number document)
SBD4 – Declaration of Interest see Annexure B
SBD8 – Declaration of bidders past Supply Chain Management Practices Annexure C
SBD9 – Declaration of Independent Bid Determination Annexure D
6.2 Stage 2: Local Content
Local Content is not applicable for this Tender.
6.3 Stage 3: Functional Evaluation
Bidders who qualified for the previous stage(s) of the Evaluation will then be evaluated in terms of
the functional requirements.
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Stage 3A – Mandatory Functional Requirements.
A bidder will be disqualified if it does not comply with ALL the mandatory functional requirements.
The mandatory functional requirements are outlined in the table below:
Section/Requirement
Comply
Yes/No
Reference Page/ Paragraph
Response
Describe how
requirement is
met. Please
include relevant
documentation or
narrative to
support
statements.
General System Specifications
- Service providers should at least have
combined (5) years’ experience in
conducting similar required services.
Data Centre (5), Backup (5) &
Replication (5). provide page no.
referencing,
- List contactable references for each
Data Centre, Backup & Replication.
projects were undertaken and
successfully implemented. State the
following:
✓ Name of the client.
✓ Contact Details.
✓ Dates when work performed; and
✓ The value of the contract.
OEM Certification.
Certification for installations of proposed
Data centre, backup, and replication solution.
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Stage 3B Scoring Criteria.
All bidders who met all the mandatory functional requirements will now be evaluated further on
functionality. A minimum score of 70 points out of 100 will be required to pass the Functional
Evaluation stage
The HPCSA will analyse and assess functional capability. The bidder should demonstrate the
following:
FUNCTIONAL EVALUATION CRITERIA
MINIMUM
POINT
MAX
POINT
S CRITERIA
Company Experience:
- Service providers should at least have combined (5) years’
experience in conducting similar required services. – proof should
be in a form of reference letters
Data Centre Backup Replication
15 15 15
15
15
15
45
Reference letters:
- Provide contactable reference letters for each, Data Centre, Backup
& Replication projects were undertaken and successfully
implemented. Data Centre
Backup
Replication
1 Letter 2 – 3 Letters Above 3 Letters
5 10 15
15
15
15
45
Original Equipment Manufacturer (OEM) Certification,
Certification for installations of proposed Data centre, backup, and
replication solution.
10 10
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
All bids that qualify for this stage of the evaluation process are considered acceptable bids/tenders
and will then be evaluated on Price and B-BBEE.
6.4 Stage 4: Price and B-BBEE
Only bidders that passed the Functional Evaluation stage will be evaluated on price and preference
(B-BBEE). The 80/20 preference point system will be applicable for this tender. the qualifying bids
are evaluated in terms of 80/20 preference points systems, where 80 points must be used for price
only and the 20 are used for B-BBEE as per PPPFA.
Preference Scores
A bidder will only be awarded points for preference, provided:
• The bidder has completed and signed the Preference Points Claim Form (SBD 6.1Annexure E);
• The bidder:
7. Submitted a valid B-BBEE status level certificate issued by a SANAS accredited B-BBEE
agency; or
8. Submitted an affidavit stating the B-BBEE status level in the case of an EME and QSE;
9. A trust, consortium or joint venture will qualify for points for their B-BBEE status level as a legal
entity, provided that the entity submits their B-BBEE status level certificate.
10. A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an
unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as
if they were a group structure and that such B-BBEE scorecard is prepared for each and every
separate bid.
In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference
points must be awarded to a tenderer for attaining the B-BBEE status level of contribution in
accordance with the table below:
B-BBEE Status Level of Contributor
Number of points
(80/20 system)
For procurement, up to R50 million
1 20
2 18
3 14
4 12
5 8
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
6 6
7 4
8 2
Non-compliant contributor 0
80/20 PREFERENCE POINT SYSTEMS
A maximum of 80 points is allocated for price on the following basis:
80/20
−−=
min
min180
P
PPtPs
Where
Ps = Points scored for price of tender under consideration
Pt = Price of tender under consideration
Pmin = Price of lowest acceptable tender
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PART - 8 HPCSA CONTRACT Template (Attached separately )
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ANNEXURE A
SUPPLIER
DECLARATION FORM
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Health Professions Council of South Africa
This form must be completed and submitted with TENDER:
Health Professions Council of South Africa
P O Box 205
PRETORIA
0001
553 Madiba (previously known as Vermeulen) Street
Arcadia
PRETORIA
0007
Please complete the form fully and use a black pen. Illegible or incomplete forms will be rejected.
Direct enquiries to Procurement Officer
Email: [email protected]
PLEASE KEEP COPIES OF REGISTRATION FORM AND ALL DOCUMENTATION SUBMITTED FOR YOUR RECORDS AS NO COPIES WILL BE MADE BY THE COUNCIL
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Where applicable under mentioned documents must be attached with tenders
Please tick box
Y N NA
Valid B-BBEE status level certificate issued by a SANAS accredited B-BBEE agency;
Company registration document (certified)
Proof of ownership/ shareholder certificate (certified)
If applicable; a Joint Venture agreement (certified)
Proof that the bidder’s tax affairs are in order with SARS (e.g. Valid Tax Clearance Certificate/ Status Pin number)
Proof of banking document
Comprehensive company profile
Duly signed HPCSA supplier declaration form
A copy of your audited financial statements
SBD4 – Declaration of Interest
SBD8 – Declaration of bidders past Supply Chain Management practices
SBD9 – Declaration of Independent Bid Determination
BUSINESS PARTICULARS
Name of Business
Physical address
City
Province
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Postal address (if not same as above)
City
Province
Telephone
Fax no
Cell no
Email address
Web page address
Contact person for correspondence address
Name
Surname
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SALES AND ACCOUNTS DEPARTMENTS
Sales Department
Contact name
Telephone
Fax
Email address
Cell no
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FINANCIAL DETAILS (BANKING)
Accounts Department
Banking institution name
Branch
Town/City
Banking account number
Account type
Account holder’s name
NB: Documentary proof of banking institution must be supplied confirming banking details, including either an:
- original cancelled cheque; or
- Original stamped letter from Bank.
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HDI INFORMATION
Explanation of abbreviations used in the following tables:
Capacity HDI status
Director D HDI H
Partner P Women W
Member M Disabled D
Priority R
Other O
Proof of disability provided by a recognized institution in the case of handicapped persons must be supplied.
NB: certified copy of shareholder certificates or proof of ownership must be supplied
Complete the following for the shareholders who are actively involved in the management and daily business operation of the business.
First name
Surname
Identification number
Capacity
D P M R O
M F (sex)
HDI status
H W D
Disabled (permanent impairment of a physical, intellectual or sensory function resulting in restricted or lack of ability to perform in a manner considered in a manner considered normal for a human being).
Are you actively involved in the management and daily business operations of the business? (please provide a written breakdown e.g. company profile).
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
First name
Surname
Identification number
Capacity
D P M R O
M F (sex)
HDI status
H W D
First name
Surname
Identification number
Capacity
D P M R O
M F (sex)
HDI status
H W D
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
CONTACTABLE REFERENCES
Please supply a list containing the names, telephone numbers and client relationship of a minimum of three contactable references
Contact person 1
Contact number 1
Client Relationship 1
Contact person 2
Contact number 2
Client Relationship 2
Contact person 3
Contact number 3
Client Relationship 3
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
PREVIOUS CONTRACT OR TENDERING EXPERIENCE (Mark with X)
Do you have any previous contract work or tendering experience?
Yes No
If yes, please complete the table below. List the last two contracts awarded to you or previous experience with other businesses related to this of work or supply
Employer/ Department
Contact person
Contact number
Estimated contract value in rands
Year awarded
Proof documents attached
Yes NO
Did your business exist under a previous name?____________________________________________________________
If yes, what name did it trade under?
Previous business registration number
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Certification of correctness of information supplied in this document
1. The information supplied is correct.
2. All copies of relevant information are attached.
Personal information in block letters
Name
Surname
Telephone
Capacity
On behalf of the (supplier’s Name)
Signed and sworn to before me at ______________________ on this the _______day of 2021 by the Deponent, who has acknowledged that he / she knows and that understands the contents of this Affidavit, that it is true and correct to the best of his /her knowledge and that he /she has no objection to taking the prescribed oath, and that the prescribed oath will be binding on his/her conscience.
_____________________________________________________________
Signature: Applicant on behalf of supplier
_____________________________________________________________
Signature: Commissioner of Oath
Commissioner of Oath Official Stamp
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Authorization for electronic transfer of funds (EFT)
Please complete in block letters
Company name/Surname
Company Account Holder
Address
Telephone
Fax
Mobile
Bank
Branch
Bank Account
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
Branch number
Type of Account
Cheque Savings Transmission
_________________________ ___________________________
Date Signature
For use of bank (in cases where a cancelled cheque or bank letter is not attached)
Above information checked and confirmed
Bank Stamp:
_________________________
Signature:
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RFP SAN, Backup and Replication Solution HPCSA 05/2021
SUPPLIER QUESTIONNAIRE
In assessing the company’s tender, the HPCSA tender committee will consider the information provided as outlined in all the sections of this tender document.
ANNEXURE B. SERVICES
1. Where are your offices located?
2. Number of years in business?
3. Are you involved in any community development programmes – if yes, please give details
4. Are you prepared to negotiate on price?
5. Do you accept payment via EFT?
6. Acceptance of the practise that the HPCSA will pay within an agreed time frame (30 Days term) as per the agreed price with the successful bidder upon receipt of a valid tax invoice
QUESTIONNAIRE COMPLETED BY:
________________________________________
NAME:
_________________________________________
SIGNATURE:
_________________________________________
DATE:
COMPANY STAMP
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ANNEXURE B SBD 4
( Attached separately )
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ANNEXURE C SBD 8
( Attached separately )
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ANNEXURE D SBD 9
( Attached separately )
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ANNEXURE E SBD 6.1 ( Attached separately )